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Feel free to add to or edit information in this discussion tab as necessary. Please take time to become familiar with the General Keying Standards and be sure to read all instructions on the main project page. (Please note that in case of a discrepancy, project level instructions always trump general keying standards.)

Extra Keying Helps

Common Keying Errors Found by Reviewers

If a muster-in or muster-out card, key the earliest date with the full place name shown eg Vicksburg, Miss with that date.

Be sure to check remarks section for earliest date and place name. This method has helped me to key and review cards -- Wiedwoman 15:31, 2 August 2012 (UTC)

Cards - do not put rank in the prefix field

Do not include the word near on location.

Do NOT key service place unless it is a Muster-In or Muster-Out card.

Use commas to separate locations.

There should be NO blanks (that is, do not key a [Blank] -- just leave the field empty) on ANY Muster Card as there are no required fields which show red. There are required fields on Reference Envelopes and Reference Cards, however.

Several Muster Cards are being chosen as Duplicate Images when they're not. Use the page icon, top left just to the right of where the Image 1 of 10, etc, is shown to get a side by side look at two images. This is an easier way to compare images.

Don't confuse Reference Card for Reference Envelope and vice versa.

Questions and Answers

If you have a keying question that is not answered on the project page or in any of the information above, click “EDIT” and ask it here. (If you click on Rich Editor you won't have to worry about formatting your entry.) Then click “WATCH” at the top right on this page and you will be notified via email when an update has been made.

Q: I have a couple of Muster card images with 1849 as the only date. Perhaps the Project name should be altered to reflect that year rather than 1848. Also on the Wiki Muster Card instructions for Service Date, the range should perhaps be extended to 1849.--Collier Smith 03:38, 30 August 2012 (UTC)

Q: On the Muster Card service places, do you key as seen? For example, Pittsburgh Pa or do you separate with a comma?

A: I would separate with a comma. -- Wiedwoman 22:10, 26 July 2012 (UTC)

Q: Adding a comma is contrary to the standing WAP instruction to omit punctuation except when the project instructions say otherwise (unless that instruction has changed recently and I missed it). Are you sure we should use commas (and, presumably, other punctuation marks)?--Collier smith 23:02, 8 August 2012 (UTC)

We are to separate cities and states with a comma. The instructions do not say 'key as seen' so you would follow the keying guidelines under locations which state "Q: If there is a city and a country given on the record but only a general location or residence field, how should I enter it? A: Enter the city and country separated with a comma. For example, "Paris, France". -- Wiedwoman 03:09, 9 August 2012 (UTC)

This illustrates why we should review the Keying Standards [[1]] from time to time -- which I had failed to do lately.--Collier smith 21:46, 11 August 2012 (UTC)

Q: On the Muster Card for service places, can "joined for duty and enrolled" be included as preceding a place if no place is listed following the lines "company Muster-in Roll of the Organization... or "Appears on Co Muster-out Roll...?

A: I would only key a place name. -- Wiedwoman 22:10, 26 July 2012 (UTC)

I suggest viewing the Keying Samples to see the places that are highlighted.

Q: On the Reference Card Wiki keying sample it shows to place the highest rank (lower right of the name) in as a prefix. Do we put this same rank in the rank field or do we put the lower rank (lower left of the name) in this field? My sample shows "4 Corporal" on left and "Sergeant" on right.

A: Sergeant would be keyed as it is the highest field. (amended) -- Wiedwoman 17:44, 4 September 2012 (UTC)

The keying sample has been changed to show that the highest rank should be keyed in the rank field and not as a prefix.-- LizzyPetersen 9:04, 27 July 2012 (UTC)

Q: Back to the above question about place name, I meant can you list a city following the phrase "joined for duty and enrolled" if no other cities are listed?

Key only place names from Muster-In and Muster-Out cards -- Wiedwoman 20:46, 31 July 2012 (UTC)

Q: I have a card that says "Appears on Regimental Descriptive Book". Is this also keyed as a Muster Card or do we show it as a cover page? This card gives very acurate description of the individual with age, where born, residence, where and when mustered in, etc. It even has the date and location of his death.

A: Only key the cards that are outlined in the description and examples. The Appears on Regimental Descriptive Book cards should be categorized as Cover pages. Annafechter 13:39, 28 July 2012 (UTC)

Q: I have a card that says "Appears on Pay Voucher". This card gives name, rank, Period of Service (Commencement Date and Expiration Date), and amount they were paid for clothing, use of horse, arms, etc. How do we classify this card? Muster Card or Cover Page?

A: Only key the cards that are outlined in the description and examples. The Appears on Pay Voucher cards should be categorized as Cover pages. The only Appears on card we are keying is the "Appears on Returns as follows" card. There are reasons for why we are keying certain cards - all of the cards classified as Cover page will be viewable by researchers as they browse the records. Annafechter 13:39, 28 July 2012 (UTC)

Q: If you have two place names on the card, which do you key?

A: Only key place names from Muster-in and Muster-Out cards. Use the place name that goes with the earliest date -- Wiedwoman

Q: What if the Reference Card rank in the lower right is not the highest rank? Lower left field has a higher rank.......

Q: Company Muster Roll for Sept & Oct 1846 --- Joined for duty and enrolled Jul 16 1846. Therefore, the "joined for duty" statement is the "earliest date on the card" per the instructions. Also, I've had dates in the Remarks section of the muster roll which have "the earliest date on the card". Do I use these dates? The instruction illustration "File:Mexican War Muster Card Keying Example 5.JPG" shows an example of what I'm talking about.

A: I've got a query to Anna on this. According to the instructions the date highlighted should be June 1st - which would be the earliest date. -- Wiedwoman 20:46, 31 July 2012 (UTC)

Q:I have a card which are titled "Company Muster Roll" for a period eg Mar & April 1847. all the cards in the image set are for the same person and are sequential in time. The challenge is that they all state the location and date when he "joined for duty and enrolled" which was earlier in 1846. What is the correct information to be captured. --Pgallain 02:50, 31 July 2012 (UTC)

Q: Back to the earliest date on the card. I have the earliest date of a Muster Out Roll in the remarks section near the bottom of the card. There is no loaction associated with that date unless I use the location (listed with a later date further up the card) is to be keyed. Should I key that location or leave it blank?

A: Key a location if there is one even though it does not match with the earliest date. -- Wiedwoman 17:59, 3 August 2012 (UTC)

Q: What about years that have been left blank. For Instance, the earliest date looks like "May 6, 184" with a later date of "Jun 2 1846". I would have to ASSUME the earliest date is in 1846. I have been using the later CONFIRMED date and location. Is this appropriate?

Q: There are a set of Company Muster Rolls for a soldier; they list a series of months (July & Aug, Sept & Oct, Nov & Dec). However, in the remarks, it indicates that the soldier died in May of the same year. Do I enter the date of death for each record, since that is the earliest date? Or do I key the month listed at the top (July, Sept and Nov)? --Gma3nancy 00:13, 5 August 2012 (UTC)

A: You are to key the earliest date on the card. If it shows on the card May AND THE YEAR then that would be the date to key. If no year, than use the other dates. -- Wiedwoman 14:53, 5 August 2012 (UTC)

Suggestions/Additions

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I feel that all of the above rules and instructions concerning dates and locations could (and should) be concisely and yet completely summarized and placed on the Project Page, instead of hiding out here in the discussion area. Here is a first draft:

1-Key the earliest date on the image. If it is only a month and year, then key the DAY as [Blank]. Key 4 digits for years: If only the last 2 digits of the year are shown (e.g. "46"), assume the century and key "1846". If the year is shown as "184_" then do not key this date, but find another more complete year on the image. If no other date is found, then key the year as [Blank]. Do not key partial years and do not assume the last digit when it is missing.

2-If location is called for (Muster-In and Muster-Out only), key the location associated with the date you key. If that date has no location, key the earliest location you can identify.

I also feel the instructions and examples for the Muster Roll pages should be separate from those for the Muster-In and Muster-Out pages, because they are keyed so differently.

There also should be a different form selection for Muster vs Muster-In/Muster-Out pages. If these suggestions were implemented, I believe there would be a major reduction in keying errors.--Collier smith 03:20, 14 August 2012 (UTC)